MICROFILMING OF RECORDS

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Document Number (FOIA) /ESDN (CREST): 
CIA-RDP75-00163R000100060057-0
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RIFPUB
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K
Document Page Count: 
23
Document Creation Date: 
December 12, 2016
Document Release Date: 
March 27, 2002
Sequence Number: 
57
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Publication Date: 
July 19, 1968
Content Type: 
REGULATION
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PDF icon CIA-RDP75-00163R000100060057-0.pdf1.71 MB
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Approved For Release 2002/05/08: CIA-RDP75-00163R00010~~6(~~ZgQ ARMY REGULATION HEADQUARTERS DEPARTMENT OF THE ARMY VPABHINGTON, D.C., 19 July 1968 MICROFILMING OF RECORDS Paragraph Page CHAPTER 1. (ir.NiN LI.~A.L ------------- -- i-I - ----- Purpose----------------------------------------------------- ------------ _ _ Technical procedures-------------------------------------------------- 1-3 1-1 Definitions----------------- ------------------------------------------------- ----- Legalstatus of microfilmed recorda--------------------------------------------'----' ---------------- 1-4 1-5 I- 1-2 Policy on microfilming------------------------------------------'-- -- " ------- _ _ Nlicrophotographicatandards-------------------------------------------- ------------------------------------ 1-7 1-3 Disposal of recorda--------------------------- 2. BASIC USES OF MICROFILM General-------------------------------------------------------------------------- to save labor and time in performing repetitive operations----------------- filmin Mi 2-1 2-I g cro Microfilming to insure safety of essential recorda-------------------------------------- 2 3 2 4 2-1 2-2 Microfilming to duplicate records in microfilm or paper print form______________________ - ~5 2-2 Microfilming to save space and equipment in storingrecorda---------------------------- ~6 ~2 Microfilming to preserve deteriorating recorda---------------------------------------- 3. DISADVANTAGES OF MICROFILM 3--1 3-1 Gencral------------------------------------------------------------------------- __ ------------'---- 3-2 3-1 Perfecting arrangement of files---------------------------------- ----- _ Photographic difliculties-----------------------------------------'------------ --------- - 3 4 3-1 - Interfiling difFiculties--------------------------------------------------- 3-5 3-2 Reference difFiculties------------ ------------------------------------------------- Balancing advantages and disadvantages-------------------------------------------- 3-6 3-2 4. RESPONSIBILITIES General------------------------------------------------------------------------- 4-1 2 4 ~1 4-1 The Adjutant General------------------------------------------------------------- - `~~ `~1 Officials responsible for microfilming------------------------------------------------' `~ 4 '~1 Collective responaibilities---------------------------------------------------'--'--- - ~5 ~2 "' Microfilming service on a reimbursable basis----------------------------------------- ` 5. ADMINISTRATIVE PROCEDURES Planning and establishing a project__________ ----------------------------------- ---- 5-"1 2 5 5-1 5- I Sample and descriptive information required for disposal of paper recorda_ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ - uiromentsfor equipment-----------------------------------------------------'- Re q Operating procedures-------------------------------------------------------------- 5 4 5 5 5-3 5-3 Precautionary measures to be taken with film---------------------------------------- - Administration of approved class "A" projects--------------------------------------- ~~ Disposal of paper records---------------------------------------------------------- 5-3 4 5 Disposalof microfilm produced on class "A" projects---------------------------------- 5-8 - 6. COSTS General------------------------------------------------------------------------- ----"-- 6-1 6-1 Cost of storing records----------------------------------------------------- --------- fi-3 fr-I Cost of space------------------------------------------------------------ 6-4 fi-1 Coat of equipmont---------------------------------------------------------------- Directznicrofilming costs----------------------------------------------------'-'_-- 6-5 fi-1 2 6 Storing and microfilming costs compared--------------------------------------------- fi-8 - 2 6 Cost of microfilming with flat-bed caineras------------------------------------------- 6-7 - 2 ( Additional tables----------------------------------------------------------------- 8"$ -' i- Approved For Release 2002/05/08: CIA-RDP75-001638000100060057-0 19 July 1968 Approved For Release 2002/05/08 :CIA-RDP75-001638000100060057-0 AR 340-22 CHAPTER 1 GENEI~,AL 1-1. Purpose. This regulation outlines the policy and the responsibilities to accomplish micropho- tographic operations and prescribes the adminis- trative procedures; to be followed to initiate and conduct microfilming projects in the Department of the Army. 1-2. Technical procedures. Technical Manual 12-257 contains the basic technical procedure to ac- complish amicrofilming project which will result in a file of film rolls containing records organized and indexed in a manner similar to that used for paper records housed in a file cabinet. TM 1-257 does not contain procedures for projects of a more complicated nature such as those involving the use of aperture cards, input to ar output from auto- matic data processing equipment, microfiche, rapid or automatic retrieval of filmed information, data transmission and other sophisticated systems. TM 12-257 may be obtained"through normal publica- cations distribution channels and will be requisi- tioned only for planning a microfilming project or 'rr''for use on an approved microfilming project. 1-3. Definitions. The following definitions apply when used in these regulations or in any agency or command instructions which supplement these regulations. a. Microfilming. The technique of producing miniature images on photographic film. b. Class "A" microfilming. All microfilming ac- tivitie~s involving the disposal, preservation or security of records identified as permanent in the files disposition standards contained in regulations governing the disposition of records, and meeting the requirements contained in paragraph 1-5 be- low. This class also includes microfilming opera- tions performed for procedural purposes as i described in paragraph 1-5d. It does not include microfilming performed as part of an Automatic Data Processing System wherein microfilming is an integral part of the overall system. All Class "A" microfilming must ba approved by The Adjutant General. c. Class "B" microfilming. All other microfilm- ing activities not covered by b above, including, but not limited to, microfilming for the purpose of duplicating records in film or paper form; produc- ing multiple reference copies; collecting intelli- gence and other information; distributing and exchanging scientific or technical data; and copy- ing or abstracting. research material in the field of the arts and sciences. d. 1lficro fclming equipment. All cameras, readers, and other related equipment required for microfilming operations including equipment needed for the making of reproductions from microfilm but excluding punch card machines (PCM) equipment. e. Micro fC7~ming supplies. All supplies required by the Department of the Army for microfilming operations including film and paper used for mak- ing reproductions from microfilm. f. I~esponsibZe headquarters. The use of this term refers to the officials listed in paragraphs ~-~ and ~-3 who are responsible far the super- vision of records management activities within their respective areas. 1-4. Legal status of microfilmed records. a. General. The introduction of a record as evidence in a court action requires that the original record be produced or that a sound reason be established for the substitution of any type of copy. When a record has been microfilmed and the original has been destroyed, that fact constitutes a sufficient reason for the inability to produce the original paper record, If a record has been microfilmed during its passage through an office, the microfilm becomes the current official record of the transac- tion. Since no paper record has been destroyed, the admissibility of reproductions from micro- film of this type will be determined by the court on the basis of "best evidence." All reproductions from microfilm must, however, be authenticated to the satisfaction of the trial court. b. Pecords destroyed under stat~ctes. The dis- posal of records of the United States Government is governed by Federal statutes. Substantially, these statutes provide that duly authenticated microfilm reproductions will be treated as the Approved For Release 2002/05/08 :CIA-RDP75-001638000100060057-0 Approved For Release 2002/05/08 :CIA-RDP75-001638000100060057-0 AR 340-22 original paper records for the purpose of their admissibility in evidence. The act of 7 July 1943 (57 Scat. 380, as amended; 44 U.S.C. 366-376, 378-380), and title 28, United States Code, sec- tion 1732, concern the disposition of records and admissibility of microfilmed records. Although some State courts may refuse to recognize the pro- visions of the Federal statutes, they may admit such reproductions after it has been established properly that the microfilming of the original rec- ords and their subsequent destruction was made pursuant to the above-mentioned statutes. c. ~Ilierofilmzs not covered by stat~ectes. When the microfilming was performed to avoid the crea- tion of a paper record, or a duplicate thereof, it may be necessary to submit a reproduction from microfilm as the only available evidence. If it is necessary to explain the failure to produce the paper records, the fact that microfilming was ap- proved by higher authority and assigned a control number is sufficient evidence that microfilming was a routine procedure of the office. d. Precautions. Much litigation, time, and legal costs will be saved if, at the time of microfilming, records are maintained which will- (1) Establish the existence, at one time, of the paper record and its competency as evidence. (2) Show that the reason for its destruction or nonproduction in court is free from suspicion or fraud. (3) Establish the accuracy of the micro- phatographic technique. 1-5. Policy on microfilming. All class "A" micro- filming must be approved in advance by The Adjutant General. Procedures for the submission of proposed microfilming projects are contained in chapter 5. In general, proposed microfilming projects will be approved only when they meet the following requirements a. Disposal microfilming. This type of class "A" microfilming will be authorized only when the cost of retaining a group of records for their estab- lished retention period would exceed the initial cost of microfilming and the cost of equipment required to utilize the records in microfilm form. Generally, it is uneconomical to film records which may be destroyed or retired to a records center in 15 years or less. b. Preservation microfilming. This type of class "A" microfilming will be authorized only for records of established permanent value when they are found to be deteriorating, fading, or becoming brittle to the extent Gf endangering their record value. In general, this type of microfilming will be limited to records in records centers. c. Security microfilming.-This type of class "A" microfilming will be undertaken only for records which are determined to be essential to tlae conti- nuity of operations and the prosecution o f a mayor war effort (both requirements must be met) pro- vided copies of such retards are not already avail- able. Essentiality of records proposed for security microfilming must be certified personally by the head of the agency proposing a project of this nature. d. Procedural microfilming. This type of class "A" microfilming is performed for the primary purpose of saving labor and time in large-scale repetitive operations. Procedural microfilming will be undertaken only when it will effect a reduction in the cost or, when time is the essential factor, a reduction in time in the performance of repetitive operations. Under same circumstances the use of procedural microfilming may save time and ex- pense in the following respects :expedite the work- flow; reduce handling; curtail movement of personnel or materials; reduce requirements for' supplies, equipment, space; shorten searching time; eliminate standby or make-ready time; or reduce mailing and transportation costs. 1-6. Microphotographic standards. Microfilm- ing standards for the Federal Government are es- tablished in Federal Property Management Regulations entitled "Records Management" is- sued by the General Services. Administration. The standards prescribed in this regulation and TM 12-257 are designed to meet those require- ments. The fallowing standards govern the micro- fi]ming of permanent records a. The integrity of the paper records will be preserved on the microfilm. The microcopies will be so arranged, identified, and indexed that an individual document or component of a records series can be located with reasonable facility, and will contain all significant record detail needed for probable future reference. b. The film stock used in making microphoto- graphic copies will comply with Federal Stand- ard No, 125a (24 April 1958) and the latest issue of United States of America Standard Specifica- TAGO 87A Approved For Release 2002/05/08 :CIA-RDP75-001638000100060057-0 19 July 1968 Approved For Release 2002/05/08 :CIA-RDP75-00163R00010006A0~5~4~ 22 tions for Archival Film. Accordingly the film will err' be so processed that after processing it will con- tain not more than 0.005 milligram of hypo per square inch. c. The provisions for preserving, viewing, and maintaining micro-copies of the paper records will meet the requirements of TM 12-257. d. whenever an agency deems that the master microphotographic copy of permanent records is deteriorating or will deteriorate as a result of use or other causes, the agency will make a duplicate copy for its own use and will request disposition instructions for the master microphotographic copy from The Adjutant General, ATTN: AGAR-P. 1-7. Disposal of records. a. The disposal of permanently valuable records will not be ap- proved until disposal authority is received from the Congress of the United Mates. Accordingly, agencies proposing to microfilm permanently valuable records for disposal purposes will request authority to destroy the records before the micro- filming project is actually undertaken. Approval of a microfilming project does not constitute au- thority to dispose of the paper records. Records which have been microfilmed will be destroyed only upon specific authorization of The Adjutant General. b. The disposition of records in microfilmed form is governed by the regulations pertaining to the disposition of paper records. Approved For Release 2002/05/08 :CIA-RDP75-001638000100060057-0 Approved For Release 2002/05/08 :CIA-RDP75-00163R000100~~Q(~$~;~ 19 July 1968 CHAPTER 2 BASIC USES OF MICROFILM 2-1. General. The basic applications of micro- purchase orders, bills of lading, transportation re- phatography are listed in a through e below. A quests, manifests, and other documents arranged discussion of each of these applications is con- serially or chronologically should be considered as tained in this section. potentially beneficial areas for microphotagraphy. a. To save labor and time in performing repot- c. Preparing lists and inventories. Where stock itive operations. inventories have to be prepared at many locations b. To insure the safety of essential records. and bo forwarded to a central point, it may bo c. To duplicate records in microfilm or paper found desirable to microfilm the stock control s r df d ti print form. d. To save records. space and equipment in storing e. To preserve deteriorating records. 2-2. Microfilming to save labor and time in per- forming repetitive operations. One of the bene- ficial uses of microfilm is to save labor and time in performing repetitive operations. In most applica- tions of this type, performing a task by means of micraphotography will also effect a monetary sav- ings over other methods. There are many possible beneficial uses of procedural microfilming. A few i..~' of these uses are presented below for illustrative purposes. a. Substitute for "logging." When an operation requires a large amount of conventianal "fogging" in a chronological, serial, or receipt sequence, and when it is desired to eliminate costly manual tran- scription of information from one record to an- other, the use of microphotography as a high speed and accurate substitute for tedious and time- consuming recording should be considered. In such an operation not only may the recording time and personnel requirements be greatly reduced, but microfilm copies can provide complete and ac- curate information rather than the abstracts or briefs commonly provided by conventional systems. b. Substitute for filing. Microfilming may be used as a substitute for filing to save time, equip- ment, and space when the arrangement of the documents is such that filming is practicable and the volume of the material is sufficiently largo to result in economical filming operations. Filing operations requiring the retention of record or reference copies of messages, requisitions, receipts, p cards at the point of origin an orwar a or reel of microfilm to the central office rather than prepare a list of items and quantities involved. Such a system will also be found to afford a high degree of accuracy and obviate the necessity for time-consuming, detailed checking. d. Expediting flow o f dot-uments. Operations which require the rapid flow of documents from one point to another, in order to expedite action can, in many instances, be benefited by microfilm- ing the documents and forwarding them to their destination with almost no delay. The retained film copy can then be utilized for future reference. e. Other uses. Microfilming may also be utilized to furnish detailed "field" reports to "head- quarters" offices; to permit the audit of accounts at a central point thereby eliminating the time and expense involved in the travel of auditors; to record checks prior to depositing in a bank; to re- duce the weight and bulk of mail; and for indus- trial uses, such as recording meter and gage readings; and in many other ways. 2-3. Microfilming to insure safety of essential records. I'~ecords which have been determined tc> be essential may be microfilmed as insurance against loss through the hazards of war. The paper retards then may be retained at the point of origin and the microfilm stored at a more secure location. Because microfilm can reduce the bulk of a given quantity of records by as much as 98 percent, this process is particularly beneficial when storage space is critical at the alternate storage location. One cubic foot of storage space will house 108 reels of 1G-millimeter film or 72 reels of 35-millimeter film. This condensed volume of files can easily be accommodated in a vault area or in a safe file. Approved For Release 2002/05/08 :CIA-RDP75-001638000100060057-0 A~pg~~v~d For Release 2002/05/08 :CIA-RDP75-001638000100060057-0 2-4. Microfilming to duplicate records in micro- film or paper print form, The advantages of using microfilm to duplicate records are the speed with which they may be copied, the comparatively low cost of the film, and the compactness of the microfilm file. Generally, all microfilming results in the duplication of paper records. in film or re- produced paper form. This use of microfilm, how- ever, is distinguished from space and equipment savings projects by the fact that no destruction of the paper records is contemplated at the time the records are photographed. a. Duplication o f records on film. Portable microfilm equipment is frequently used for the rapid collection of intelligence and other data. Conversely, microfilm is also employed to dis- tribute technical data, such as articles in medical journals and bulky engineering drawings. Careful planning of this type of work is as essential as when records are being microfilmed for other pur- poses. The ease with which microfilm copies can be made frequently leads to overproduction of non- essential material with the result that genuinely useful data are difficult to find. Indexing should be simple, but adequate. The reduction ratios and placement of images must be such that the film may be read on the simplest types of viewing de- vices which are frequently the only types avail- able for field use. b. Multiple reference copies. Where a consider- able volume of paper records must be used in more than one location, microfilm may be an economical solution. This differs from the type of duplication mentioned in a above only in the number of micro- film copies made. This use of microfilm. may con- sist of negative film in roll form or "unitized" negative film in strips of several images or a single frame mounted in an aperture card. Additional copies of the original film negative can be made by several different processes for distribution to other locations or users. c. Duplication of records on paper. Where du- plicate copies of records are required in paper form, microfilming can be used as an intermediate step in the duplicating process. (1) Continuous enlargements. Enlarged paper prints can be produced at relatively low cost and high speed in several types of continuous printers. The advantages of this method are the 19 July 1968 speed of reproduction, the relatively low cost, and the ease of collating the finished prints. Its most economical use is in cases where the quantity to be reproduced exceeds 5,000 sheets of paper. (2) r3'tandard photograp7~ic enlargements. Where only a limited number of paper prints are required, paper reproductions can be made from the film by the use of certain 16-mm and 35-min microfilm reader-printers, a microfilm enlarger, and several other methflds. (3) Substitute for otherdupZicatinq methods. DZicrofilm may be used as a substitute for other "quick copy" methods of reproducing records. When largo quantities are involved, a paper copy produced from microfilm has a lower average cost than many other methods. Where microfilm cam- eras and reproduction equipment capable of large volume are available, this method of producing copies of records should be investigated with a view to reducing unit cost. 2-5. Microfilming to save space and equipment in storing records. The desirability of microfilm- ing to save the cost of space and filing equipment must be judged on the basis of savings in space and equipment costs after the cost of microfilming has been deducted. Detailed discussion of these "' costs will be found in chapter 6. Prompt disposal of valueless records and prompt retirement of other records incompliance with disposition stand- ards contained in regulations governing the dispo- sition of records are the two major means for re- ducing recordkeeping costs to a minimum. Ap- proximately 200 file drawers of letter size material can be stored 'on microfilm in one 9-drawer film file cabinet. Floor space requirements can be re- duced from 300 square feet for paper records to 6 square feet for microfilmed records-a floor space saving of 98 percent. 2-G. Microfilming to preserve deteriorating records. When records of permanent value are found to be deteriorating or becoming brittle be- cause of poor quality paper stock or fading be- cause of the use of fugitive inks such as that used in "ditto" or other "spirit" duplicators, microfilm- ing may prove to be one of most economical meth- ods of preserving the information contained in the records. Permanent records which are becoming badly mutiliated through constant use may also be preserved on microfilm. Approved For Release 2002/05/08 :CIA-RDP75-001638000100060057-0 19 July 1968 Approved For Release 2002/05/08 :CIA-RDP75-00163R00010~,O~Z,?~ CHAPTER 3 DISADVANTAGES OF MICROFILM 3-1. General. Microfilming has disadvantages which must be taken into account whenever the application of this technique to records is con- sidered. The common disadvantages are- a. Necessity for perfecting the arrangement of files before filming. b. Necessity to overcome photographic difficul- ties caused by the physical characteristics of the records. c. Inability to conveniently interfile material after filming if the film is kept in rolls. d. Difficulties of utilizing microfilm records for reference. 3-2. Perfecting arrangement of files. a. A cer- tain amount of rearrangement is frequently neces- sary when a paper file is microfilmed. This is usually because variations in the standard pattern of filing are not reflected in the finding media and all the finding media in a paper file cannot be transferred to microfilm without excessive index- ,; ing cost. The searcher normally has no way of quickly recognizing deviations from the standard filing pattern on microfilm. If a file contains many special folders, then interfiling may be necessary. In such cases a special target may also be photographed at the beginning of the file sec- tion calling attention to the fact that special fold- ers will follow the general folders. When images of the paper records are spread out on a ribbon of microfilm in alphabetical, chronological, or other sequence, searching of the film will be costly where there are exceptions to the standard se- quence. Such problems do not make the conversion to microfilm impossible. They merely emphasize the importance of advance planning and thorough understanding at the operating level of this essen- tial difference between paper and microfilm files. b. One of the advantages of a file on microfilm rolls is that once the records are in order they will remain in order. The inability, however, to alter the arrangement of the microfilmed records be- comes adisadvantage when the paper records were not in order before they were filmed. Changes can- not be made economically after the paper records have been destroyed. A file that does not have some misfiled material or some peculiarity of file arrangement will be found to be a rare exception. It has been the experienced of all well-organized microfilming projects that the handling of records, paper-by-paper, will bring many errors to light. In a large alphabetical file, for example, material belonging under A will be found in the files from B to Z. Since perfection rarely exists in a paper file because of misfiling, failure to return with- drawn material, and other factors which will con- tinue as long as the file is in paper form, complete perfection on microfilm is not normally essential. It is usually not practical to perfect the files in their entirety before microfilming is undertaken. The degree to which the files should be perfected will depend on the importance of the records and the probable frequency of reference. Projects re- quiring an extensive amount of rearrangement or improvement will prove correspondingly expensive. 3-3. Photographic difficulties. Wide variations in physical characteristics, particularly in colors of paper and amount of contrast between the legend and the paper color, make the production of good quality microfilm difficult. A good film image normally can be produced when the amount of exposure is adjusted accurately for each docu- ment. However, when large numbers of documents must be filmed each day the precise adjustment of exposure for each document is not practicable. Fur- ther, wrinkled and folded documents must be smoothed and flattened and the filing sequence of documents must be maintained. In view of the many difficulties normally encountered, the micro- filming of the typical file is far from an automatic process of feeding papers through ahigh-speed camera. Experience has shown that trained person- nel and technically competent supervisors are re- quired to produce quality microfilm. 3-4. Interfiling difficulties. Once a file has been microfilmed, it is very difficult and costly to add, in its normal sequence, material subsequently recoived. If a chronological correspondence file is `~` Approved For Release 2002/05/08 :CIA-RDP75-001638000100060057-0 l~1tp~~-'~~ For Release 2002/05/08 :CIA-RDP75-001638000100060057-0 to be microfilmed, for example, the-files must be cut off on a predetermined date and the microfilm should not include material received subsequent to that date. This creates difficulties with replies or indorsements received after the cutoff date of the basic communication. The usual solution to this problem is to postpone microfilming until the files are closed completely. An alternate method of soly- ing this problem is to microfilm additional papers on a supplemental reel and to cross-index to the original film. This system, however, necessitates reference to two or more film reels when informa- tion from the file is required. 3-5. Reference difficulties. a, Comparative searching time. The time required to find a record on rolls of film may take longer than would be required if the records were available in a paper file. The basic reason for this is that once the file drawer of paper records is opened, the search is quickly localized by easily recognized file guides and no more time is required to reach to the rear than to the front of the drawer. On a microfilm reel containing the equivalent of almost a drawer of retards, the time required to hand wind the film to the 75th foot will be three times as long as for a record at the start of the reel. Conversely how- ever, much travel time from the working area to the files area can be saved by having on microfilm reels the equivalent of many file cabinets in close proximity to the searcher. b. Comparing documents. Comparing docu- ments on a microfilm reader can become a difficult 19 July 1968 and time-consuming operation. The reason for this difficulty is that th? image of one document dis- appears from the reader screen when the film is moved forward or backward to the photographic image of another document. Unless the searcher's memory is exceptionally good, a notation of the data appearing on the first record will have to be made before winding the film to the second docu- ment. This is less convenient than having the paper records side by side. c. Fixed location o f viewers. The fixed location of viewers is another disadvantage which must be considered. When records have been miccofilmed, the user must go to the microfilm reader. The number of readers must be sufficient for the peak use of the records. Two searchers cannot refer simultaneously to two files on the same reel of film. The only way to prevent this disadvantage is to refrain from microfilming records requiring frequent references at scattered locations. 3-6. Balancing advantages and disadvantages. The above disadvantages are listed in detail, not to discourage the use of microfilm, but to fore- warn the prospective_user of the inherent problems encountered in many files. Against these disad- vantages must be balanced the known economy of space and physical convenience of compact files preserved on microfilm. The more permanent the paper file, the more costly it is to the Army to pre- serve, and for relatively inactive files some in- convenience to the user may be more than offset by savings in maintenance costs. Approved For Release 2002/05/08 :CIA-RDP75-001638000100060057-0 19 July 1968 Approved For Release 2002/05/08 :CIA-RDP75-00163R000100,~B~0 CIIAPTER 4 RESPONSIBILITIES 4-1. General. This chapter establishes the respon- sibilities of officials of the Department of the Army for microfilming. 4-2. The Adjutant General. The Adjutant Gen- eral is responsible for- a. Formulating the policy for and the staff di- rection of microfilming management in the De- partment of the Army. b. The supervision, centralized control, and final approval of all class "A" projects and assignment of project contral numbers thereto. c. The conduct of all negotiations with the Ar- chivist of the United States, The Comptroller General, and the heads of other Government agen- cies as required by law, Executive Order, or regulation. d. Determining the technical feasibility, the ad- ministrative desirability, and the economical soundness of proposed class "A" microfilming projects. e. The continuing review of approved class "A" ~~ projects to assure their operation in an efficient and economical manner and to insure compliance with statutory requirements for microfilmed records. f. The responsibilities defined in paragraph 4-3 for the installations and activities under his rec- ords management supervision. 4-3. Officials responsible for microfilming. a. Officials responsible for the supervision of records management are also responsible for the following actions concerning microfilming (1) Initiation of microfilm project proposals within their assigned jurisdiction. (2) Review and thorough, evaluation of pro- , posed class "A" microfilm projects submitted to them. (3) Submission of proposed class "A" micro- film projects to The Adjutant General, ATTN: AGAR. Approved For Release 2002/05/08 :CIA-RDP75-001638000100060057-0 (4) Review and final approval of proposed class "B" microfilm projects submitted to them and assignment of control numbers thereto. (5) Notifying the activity concerned of the final approval or disapproval of proposed micx?o- film projects. b. Additional administrative responsibilities are prescribed in paragraph 4-4. 4-4. Collective responsibilities. The responsible officials identified in paragraphs 4-2 and 4-3 ex- ercising records management supervision over the proposing or operating agency are responsible for- a. Funds and personnel. Insuring that agencies proposing microfilming projects budget and pro- vide funds for the cost of microfilming and related equipment, supplies, film, and paper and insuring that personnel required to operate the project are available. A statement on the availability of funds and personnel will be incorporated in the applica- tion for approval of a project. b. Project planning. To enable the program- ming of proposed microfilming projects prior to the time for submitting budget estimates, plans for proposed projects will be completed and sub- mitted in accordance with procedures set forth in paragraph 5-1. c. Designation of a micro~lminq project moni- tor. A laiowledgeable and competent individual will be designated to direct the planning and co- ordination of each proposed class "A" microfilm- ing project and to investigate its technical feasibility and economic soundness. This person will be sufficiently conversant with microfilming techniques and the capabilities of modern equip- ment to insure the production of quality microfilm after the project is in operation. d. Training of personnel. Because of the high cost and difficulty of correcting errors on micro- film, adequate training of personnel is essential. The sources of training material are the instruc- AA~1~~9~d For Release 2002/05/08 :CIA-RDP75-001638000100060057-0 tions in the o eration f th o 19 July 1968 p e cameras and readers GSA Regional O,~ces, Addresses, and Area Served miven b the vend ' o b y r s representative; TM 12-257; and demonstrations by the supervisor or, when practicable, by representatives of the responsible headquarters. e. Utilization of equipment and supplies. Action will be taken to assure that microfilming equip- ment is utilized to the fullest extent and that stocked quantities of perishable items are kept at a level not exceeding operating needs. f. li'eports. Obtaining such reports as may be necessary for proper supervision and continuing evaluation of projects on a cost and efficiency basis from agencies operating class "A" or class "B" projects when required. g.l~equirements. The submission of require- ments will be governed by the procedures set forth in paragraph 5--4. ~5. Microfilming service on a reimbursable basis. The General Services Administration pro- vides amicrofilming service which includes pre- paring, indexing, and filming records; inspecting film; and labeling film containers. Department of the Army agencies are encouraged to avail them- Region Address Area served number 1 Post Of&ce and Court- house Boston, Masa. 02109 2 30 Church Street New York, N. Y. 10007 3 Center Manager Washington National Records Center, GSA Washington, D.C. 20409 4 1776-Peachtree St. N.w. Atlanta, Ga. 30309 5 219 Dearborn St. Chicago, Ill. 60604 selves of this service and those desiring to do so 7 should contact the appropriate GSA Regional Di- rector listed below. Preliminary discussions with GSA personnel for the purpose of obtaining ad- vice, cost estimates, and other pertinent informa- tion is authorized. However, actual microfilming operations will be undertaken only AFTER ob- taining approval for the proposed microfilming in accordance with chapter 5, and provided that funds are available as required in paragraph 4-4. The address and area served by each GSA office are listed below. Road Kanaas City, Mo. 64131 819 Taylor Street Fort Worth, Tex. 76102 Building 41 Denver Federal Center Denver, Colo. 80225 49 Fourth Street Maine, Vermont, New Hampshire, Massa- chusetts, Connecticut, Rhode Island. New York, New Jersey, Pennsylvania, Dela- ware, Puerto Rico, Virgin Islands. District of Columbia, Maryland, West Vir- ginia, Virginia. North Carolina, South Carolina, Tennessee, Mississippi, Alabama, Georgia, Florida. Kentucky, Illinois, Wis- consin, Michigan, Ohio, Indiana. Missouri, Kansas, North Dakota, South Dakota, Minnesota, Iowa, Nebraska. Texas, Arkansas, Louisiana, Oklahoma. Colorado, Utah, Wyoming, New Mexico, Arizona. California, Nevada, Hawaii, Philippines. San Francisco, Calif. 94103 6125 Sand Point Way Washington, Oregon, Seattle, Wash. 98115 Montana, Idaho, Alaska. Approved For Release 2002/05/08 :CIA-RDP75-001638000100060057-0 19 July 1968 Approved For Release 2002/05/08 :CIA-RDP75-001638000100060057-0 AR 340-22 CHAPTER 5 ADMINISTRATIVE PROCEDURES 5--1. Planning and establishing a project. a. General. The planning of microfilming projects will be untertaken only after consideration has been given to the several factors discussed in this regulation. Elements of the Department of the Army proposing class "A" microfilming projects will submit their plans and estimated require- ments for microfilming equipment and supplies to the responsible headquarters at least 6 months in advance of the fiscal year in which operation of the project will begin. Class "B" projects will be planned similarly and submitted at least 5 months in advance of the fiscal year in which operation of the project will begin. If favorably considered and funds and personnel are available (para 4-4), the responsible headquarters will forward class "A" project proposals to The Adjutant General, ATTN :AGAR, Department of the Army, Wash- ington, D.C. 20315, for final determination. Class "A" project operations will not be initiated until the project has been approved by The Adjutant General. b. flpplication for project approval. Each class "A" microfilming project proposal will be pre- pared on DA Form 1500 (Records Analysis Sheet for Proposed Microfilming Project) (fig. 5-1) and will be submitted in duplicate to The Adjutant General, ATTN : AGAR, through the responsible headquarters concerned. This form is available through normal AG publications channels. Sepa- rate sheets will be submitted for each file series. The purpose of the records analysis sheet is to provide commanders exercising supervision of records management and The Adjutant General with a clear statement of the primary purpose of the proposed microfilming and sufficient data to permit the evaluation of the project. For projects involving the destruction of records, all the infor- mation required by paragraph 5-3 will b? supplied with the application for project approval. The "Records Analysis Sheet for Proposed Microfilm- ing Projects" should be used to the maximum extent practicable far submitting class "B" project proposals. The transmission of the records analysis sheets is exempt from reports control under the provisions of paragraph 39b, AR 335-15. c. Notifccation of class "d" project approval. If, after review of the data contained on the records analysis sheet, it is determined that the project is justified and funds are available to the proponent element (para 4-4) The Adjutant Gen- eral will approve the project and notify the re- questing office of the approval through channels. Final determination on a microfilming proposal will be based on its primary purpose. The second- ary purpose of a proposed project, if any, will be given collateral consideration but will not be the determining factor. Applications for projects in- volving the microfilming and destruction of permanent records will require approximately 120 days for processing if the Congress of the United States is in session; if not in session final action will be delayed pending the. reconvening of Congress. d. Project control. Each approved class "A" project will be assigned a microfilming jab num- ber by The Adjutant General and all communica- tions relating to the project will contain a refer- ence to this number. e. S7~ipment and installation o f equipment. In the continental United States microfilming equip- ment is sometimes rented on a contract service basis. All shipments of rented equipment will be made in special containers furnished by the ven- dor. All unpacking, initial installation, and re- packing for return of rented equipment is the responsibility of the vendor. f. Forms and indexing devices. Forms, stand- ard tragets, and indexing devices required for the operation of approved microfilming projects are discussed in chapter 1, section II, TM 12-257. 5-2. Samples and descriptive information re- quired for disposal of paper records. a. Samples. Representative samples of records proposed far destruction after microfilming will be furnished to The Adjutant General, ATTN: AGAR, with the application for project approval. If the rec- ords cannot be charged out of file for a minimum Approved For Release 2002/05/08 :CIA-RDP75-001638000100060057-0 Approved For Release 2002/05/08 :CIA-RDP75-001638000100060057-0 19 July 1968 AR 340-22 of 120 days, good quality reproduced copies may be furnished in lieu of the sample records. b. Descriptive information. Paper records rec- ommended for destruction must be described in such a manner as to avoid any misunderstanding as to their identity and the disposition standard should be cited. The physical characteristics of the paper retards such as, correspondence, reports, or tabulations will be given, followed by a further breakdown. Correspondence files, for example, may be described as incoming and outgoing, or both, and as chronological files, program files, policy files, etc. Reports will be identified by their nature (such as statistical, narrative) by their con- tent (such as progress, survey, inspection) and by their frequency (such as daily, monthly, quarterly, annually) .Engineering drawings and similar type records will be identified specifically by the ma- teriel to which they pertain. Files of this type also will be identified as to their current status; for example, engineering drawings may be active, in- active, superseded, obsolete, or revised. Form rec- ords will be identified by farm number and title with an additional description of the purpose and use of the form if the title is not self-explanatory. If the number and titles of forms are subject to frequent change, it is desirable to state simply the transaction to which the forms relate. For example, if records are identified as "Form 109, Requisition for Supplies" and this farm is later replaced by "Form 27, Request for Office Supplies," the term is no longer applicable; but an item describing the records as "Forms used for the requisitioning of office supplies" would still be applicable. Physical duplication will be indicated by specifying the type of Dopy proposed for disposal; e.g., ribbon copy, carbon copies, mimeographed copies. Con- tent duplication will be indicated by specifying the records that contain essentially the same infor- mation as that contained in the records proposed for disposal. The function served by the records will be stated since this information is helpful in determining if they are essential to the documenta- tion of the function. Information will also be sup- plied on the relationship of the records proposed for disposal to other records that are kept. It is very important to identify the records clearly and to distinguish them from other records, however similar. c. additional information. Any additional in- formation that will assist in making an appraisal of the records will be provided. Statements justi- fying disposal of items will be supplied to facili- tate appraisal and expedite action. 5-3. Requirements for equipment. a. Microfilm- ing equipment (as defined in para 1-3) required for the operation of, or used in conjunction with, approved projects will be authorized for procure- ment (i.e., purchase or lease) by the responsible official (para ~3). Such equipment, however, will be funded for and will be obtained by the agency operating the project. b. An agency which does not have an approved microfilming project may at times need microfilm- ing equipment to read or otherwise use microfilm received from outside sources. In such cases the responsible official (para 4-3) will evaluate the requirements of the requesting agency and, if the requ?st is determined to be justified, may author- ize the purchase or lease of the needed items provided funds are available. c. Requirements for unforeseeable emergency projects will be filled only at the expense of other approved projects under the control of the same responsible headquarters. The responsible head- quarters concerned will determine which approved project will be deferred or canceled to meet emer- gency needs. d. Requisitions for microfilming supplies (para 1-3e) for use on or in conjunction with approved projects will be submitted through normal supply channels to the Commanding General, Defense Gemeral Supply Center, Richmond, Va. 23212. Each requisition submitted will contain a citation of funds chargeable. Each requisition will also cite the assigned project control number. All requisi- tions will contain the complete shipping address, the quantity and full description of items requisi- tioned. Aminimum of 60 days will be allowed for delivery. e. Army-owned microfilming equipment and ex- pendable supplies found to be excess during the operation of a project, or no longer required upon completion of a project, will be reported in accord- ance with the AR 755-series on disposal of sup- plies and equipment. An information copy of this report will be furnished to the responsible headquarters concerned, ATTN :Records Admin- istrator. Approved For Release 2002/05/08 :CIA-RDP75-001638000100060057-0 19 July 1968 Approved For Release 2002/05/08 :CIA-RDP75-00163R000100~~0-~ f. Service and repairs to Government-awned equipment will be obtained through normal main- tenance channels with funds px^ovided by the using agency. 5-4. Operating procedures. a. Standing operat- ing procedures. The standing operating procedures contained in TM 12-257 will be followed on class "A" microfilming projects unless specific excep- tion thereto is authorized by The Adjutant Gen- eral. These procedures should also be followed to the maximum extent practicable on class "B" projects. b. Special procedures. When procedures con- tained in TM 12-257 require modification for op- eration of a class "A" microfilming project, special operating procedures will be prepared by the agency operating the project and submitted for approval through records management channels to The Adjutant General. 5-5. Precautionary measures to be taken with film. a. In producing microfilm, unnecessarily high densities will not bo sought for the sake of appear- ance; the density should only be adequate for the intended purpose. b. Film should be processed carefully and washed thoroughly to eliminate residual chemi- cals. All water droplets should be removed before the film is dried. Also film should not be exposed to dust, gases, or fumes of any kind not found in normal clean air. c. The use of paper, string, adhesive, or pres- sure-sensitive tape and rubber bands to bind film rolls will be avoided. d. Archival (permanent) film should be stored in sealed metal or plastic containers on metal or plastic spools. Film will not be stored in cardboard boxes. Such boxes contain resins that generate peroxide which may cause film to develop un- desirable aging blemishes where temperature and humidity are uncontrolled. e. Film should not be stored in areas of high temperature (above 70?F.) and high humidity (40 percent or more) . f. Film should be handled carefully to prevent fingerprints, scratches, and tears and handled only in clean and dust free areas. g. Film should be inspected periodically, at least every 2 years, for possible deterioration effects. If blemishes or other defects are found, Approved For Release 2002/05/08 :CIA-RDP75-001638000100060057-0 consideration should be given to producing a new negative to replace the damaged film. h. When special security measures are justified to prevent any possible loss of information,. con- sideration should be given to retaining a duplicate film copy (positive, diazo, or kalvar) in addition to the permanent negative. The copy should be used for reference purposes instead of the original negative. 5-6. Administration of approved class "A" projects. The Adjutant General will review ap- proved class "A" projects as follows: a. Sample reels. A sample reel of film will be submitted to Tha Adjutant General, ATTN: AGAR, immediately after the start of each class "A" project and as often thereafter as may be required by The Adjutant General. -This sample reel of film will be accompanied by a statement from the custodian of the records that the micro- photographswill meet the legal and administrative uses of his office. Through the examination of such sample reels The Adjutant General determines the adequacy of the indexing and arrangement of the records on microfilm, the degree of compliance with standing or special operating procedures, the quality of the photographic film images, and the amount of residual hypo on the processed film. b. Subsequent samples. For microfilming proj- ects of a continuing nature, sample reels will be required periodically for specific approval of ad- ditional units of completed work. The frequency of submission of sample teals will be established at the time of project approval. Disposal authorisa- tion 2vill be granted only for that portion of the entire file being microfCLmed which is represented b y tlae sample reels submitted for examination and approval. c. Retwrn of sample reels. All sample reels will be returned to the custodian of the records after review by The Adjutant General. Sample reels will be returned approximately 60 days after receipt of the film in Tha Adjutant General's Office. d. Technical assistance. Upon request, Tha Ad- jutant General will provide such technical assist- ance as may be practicable. 5-7. Disposal of paper records. Records which have been microfilmed will be destroyed or sal- vaged only upon specific authorization of The Adjutant General. Initial approval of a micro- Approved For Release 2002/05/08 :CIA-RDP75-001638000100060057-0 AR 340-22 1 filming project does not constitute authority to dispose of the paper records. Authority to destroy the records will be withheld when inspection of the sample reels submitted reveals excessive resid- ual hypo content; improper photographic expo- sure; distorted or unreadable microfilm images; or evidence that the integrity of the files has not been maintained because of inadequate identifica- tion, lack of proper indexing, or rearrangement of papers in such a manner that their original identity or usability is lost. Requests for disposal authorization will specify, in terms of linear feet, the quantity of paper records proposed for de- struction. The volume of letter and legal size material will be determined by straight linear measurement. Ruantities of card records, maps, 9 July 1968 drawings, and other odd-size materials will be measured in the same manner. 5-S. Disposal of microfilm produced on class "A" projects. Records in microfilm form are sub- ject to the same regulations which govern the dis- posal of paper records. When the microfilm has served the purposes of the office having custody of the film records, disposal authorization will be requested from The Adjutant General, ATTN: AGAR. The microfilming job number will be cited to assist in proper identification of the records. The quantity and size (16-mm or 35-mm) of the film reels will be indicated. Instructions regard- ing the mutilation of-the film before disposal will be furnished at the time disposal authorization is granted. Approved For Release 2002/05/08 :CIA-RDP75-001638000100060057-0 19 July 1968 Approved For Release 2002/05/08 :CIA-RDP75-00163R0001000~~0~2 RECORDS ANALYSIS SHEET FOR PROPDSED MICROFILMING PROJECTS For useoi this form, see AR 340.22: the proponent egenrq Is The Adjutant General's Oi(ics. TMRUt Commanding General Fifth US Army FROMr (Full name. and addrera m/ office or ecfl vify propaeing project) , Ft. Sheridan IL 60037 Office of Fictitious Affairs Engineering Division Room 1224, Union Trust Building ATTN: Records Administrator Peori&~ IL 61611 TOf The AdJutant Geaerai, ATTN: AGAR-P Depertme nt of the Army Washington, D. C. 20315 A, I,~ PERIOD COVERED DY THESE RECORDS FROM 1 January 1961 TNRU '~1 December 1965 2, DESCRIPTION OF RECORDS AND aECURITY CLASSIFICATION Consolidated notices of engineering changes, discontinued automotive equipment - DA Forms 123+ and 567A? Security classification: CONFIDENTIAL. 3, LOCATION~AND CUSTODIAN OF RECORDS Office of Fictitious Affairs, Engr Div, Drawings..Branch, Prints Section, Room 53, Union, Trust Bldg, Peoria, TL 61611, Custodian: LTC R. H. Lang B. 4. INDICATE ORDER OP IMPORTANCE BY i, 2, a, ETC., IN SQUARES BELOW. (lndt cola primary purpose by f.) TO SAVE LABOR rr~~--~~ DISPOSAL (TO reduce PRESERVATION OP qND TIME IN _ TO PRODUCE OTNER Q SECURITY L,W coat of apace or equip- Q DETERIORATING ~ REPETITIVE L] FILM OR !~ (Desert ba y a moot) AECORDa OPERATIONS PAPER COPIES below) u O _ 5, INDICATE BELOW E%ACT NATURE OF PRIMARY PURPOSE, IF ABOVE DESCRIPTION IS NOT ADEQUATE. (A/ao indicate propuemd disposition o! paper recordr m(ter fllmin8? /i r cords orv fn be dlelrosad o! cite eafablimhed dlapomel aufhoNfy, appropriate regulation end peresraph number.) e a. To avoid transportation charges and possible loss or disarrangement of records incidental to moving from present location which must be vacated within $ mos. d b. To avoid possible loss of records due to fading of spirit duplicating ink. c. Records"will be destroyed after microfilming has been accomplished. Governing directive: Par 65f, AR 123-3~+5 C. 6. DESCRIBE BRIEFLY ADMINISTRATIVE, HISTORICAL Oft LEGAL USES OF RECORDS These records are the consolidations of directives to manufacturing facilities for alsdiscontinued items of automotive equipmlent. Since they contain basic infor- mation as to usage, authority and reasons for change, this will be an important o file far research and development purposes. 7. NUMBER OF YEARS RECORDS MUST 9. NUMBER OF REFERENCES PER MONTH g, TYPE OF FILES BE.RETAINEO Perm /~ ~~/-75 ,y, il>v NO FUTURIE ENTER FILING d ADO T ONS EXPECTED 0. te, PRESENT ARRANGEMENT By drawing and revision number. s- ~ a 0 ?~~~~ p 11, IF REARRANGEMENT IS NECESSARY, DESCRIBE FULLY PROPOSED METHOD BELOW f No rearrangement necessary. Records will be microfilmed 3n the order they are presently maintained. SUNVEV MADE BY (Noma and Oete) SURVEY ANO REQUEST APPROVED BY 7 Aug 1968 S . D . Pinkham ? ~ ~~" R . H . Lang, LTC, CE DO NOT USE Ti!!S SPACE Approved for the Adlutant General by cusroDlAn?s SIGNATURE ~ Chief, Engineering Division, OFA SIGNATURE TITLE TYPED TITLE Approved For Release 2002/05/08 :CIA-RDP75-001638000100060057-0 Approved For Release 2002/05/08 :CIA-RDP75-001638000100060057-0 AR 340-22 19 July 1968 E. 12512E OF PAPER UNIPORM VARIES X MA%IMUM a12E 12 % INCHES MINIMVM SIZE % INCHES fi. PAPER STOCK UNIFORM V Jf VAR~IS NO 1a3UE MIMEO CAR PHOTOSTATS P110TOGRAPH OTHER (SpeclJy in 17 below) 14. PAPER COLOR VNIFORM VARIES V ?f~ HIT V f~ YELLOW BLU GR PINK HE Y OTHER (Specify in J78ciow) ti LEGEND ORIGINAL CARBON IHK PENCIL DITTO V A OTHER(SpacilyM l7 bo(ow ONE SIDE ONLY PERCENT z BOTH 91 r)ES U ~ 1a,FASTENERS PRONG CLIPS PINS OMPRESSOR ASTE STITCH TAPLES V fL FREQUENT p~ g RARE NON J76Hefo Try In J7 f 17. OTHER FACTORS WHICH MAY APFCCT MICROFILMING C09TS Also "light salmon" paper stock. a Uniformity of card stock and presently readable ditto legend should result?in a low cost project. f. IB, EOYIIPMENT NOW OCCUPIED BY RECORDS 19. COST OF SPACE OCCUPIED BY RECORDS 20. VOLUME AND GROWTH FILE CABINET TRANSFER CASE 7Dr Unlf) SAFE FILE OTHER (Specify Jn T! below) RENTED GOVERNMENT WNE tp~p P IXEAN'EW LINEAR FEET X _ Sq FT OCCUPIED PRESENT VOLUME OF RECORDS 50 U LETTER X LEGAL 4 DRAWERS 3 DRAWERB X A PER Sq F ST 3 . So M T RATE Oi GROWTN STEEL WOOD FIBER FF BEgBDARD f PER MONTH Il l ~ ~ peci y In T r ~ TOTAL r x (L